Event Management Lead - Maternity Leave Cover (Health Care)

Event Responsibility

• Lead and direct highly complex projects ensuring the highest quality standards are upheld throughout the project’s life cycle, with minimal supervision.
• Full comprehension of the scope and project objectives and establish clear roles and responsibilities for project team members.
• Set, communicate, and drive timelines and priorities within each project. Effectively preventing or managing any associated risks if clients/internal project teams are unable to keep to timelines.
• Champion and adhere to Touch best practices and use of Touch project management tools.
• Lead regular project status meetings throughout project life cycle and ensure clear and fluid lines of communication between client stakeholders and internal departments are deployed.
• Build and maintain effective strategic supplier relationships, negotiating beneficial rates and terms, manage contracting and ongoing communications with all third-party suppliers, leveraging volume discounts, undertaking contract reviews, and checking emergency procedures. Ensure all third-party suppliers understand the key event objectives and adhere to touch or client prescribed service levels.
• Maximise revenue opportunities on all projects (Impact XM amplified services)
• Workstream management – strong understanding and can speak confidently to all workstream products, services, and responsibilities to effectively manage timelines for all workstreams internally as well as confidently manage client expectations/deadlines.
• Project resource management – dynamic management of project team capacity and ensuring sufficient levels of support are allocated to your job.
• Lead onsite management of project (virtual or live) to include but not limited to
  • Conduct full staff briefing when arrive onsite (including walkthrough slides)
  • Conduct full client walkthrough.
  • Schedule and conduct all hotel / supplier pre cons (live only)
  • Daily staff & client briefing (confirming in writing to the team any changes to the schedule/ action plan for the day ahead)
  • Oversight of every workstream
  • Ability to fire fight and problem solve when challenges arise.
  • Ability to jump into all onsite roles at any time and deliver.
  • Dynamic risk assessment and emergency planning
  • Hosting of client team where required.
  • Full onsite debrief with all suppliers (preparing for reconciliation and client debrief)
  • Conduct full debrief with internal team prior to client de brief and provide live examples of where improvements can be made.
  • Manage any post event reporting requirements within the timeframe supplied.
  • Lead and execute client specific SLA’s and process requirements.
  • Ensure compliance with all client privacy and security protocols.
  • Flexibility to work across multiple accounts.

Pharma Know-How:

• Experienced in delivering Congresses, Investigator Meetings & Advisory Boards.
• Very strong knowledge of industry codes of conduct, such as the PhRMA Code in the United States or EFPIA Code in Europe
• Understand the implications of anti-bribery laws when interacting with healthcare professionals, vendors, and third-party intermediaries.
• Strong knowledge of internal healthcare compliance programmes and policies.
• A commitment to staying informed about changes and updates in pharmaceutical regulations, codes of conduct, and industry best practices.
• Very strong knowledge of the meal and hospitality limits set by local regulatory bodies in different countries.
• Very strong knowledge of regulations and guidelines outlining acceptable hotel accommodation expenses for healthcare professionals in different countries.

Client Governance

• Strategic PROJECT LAB 360 development across accounts
• Actively update and roll out to teams
• Ensure teams are regularly reminded of timelines/ deadlines and are adhering to SLAs
• Ensure client process documents are updated and accurate
• Ensure client processes work in tandem with agreed standard Touch processes
• Ensure compliance with client and company SLAs, company privacy and security protocols
• Ensure all process documents are up to date and accurate
• Ensure compliance with GDPR (General Data Protection Regulations)

Budget Reconciliation & Finance Management

• Review and give final sign off to all client budgets ensuring:
  • Client SLAs are taken into account
  • Profit maximisation
  • Accurate charging of costs (supplier and expenses) to the budget
• Review and ensure currency exchange is managed in line with financial updates and checked regularly
• Manage budgets, some of which may be complex and pull together multiple workstreams and country billing.
• Provide quotes for any additional/ out of scope items ensuring associated management fees are added.
• Ensure client savings document/ negotiation trackers are completed.
• Keep track of any financial changes, savings and enhancements throughout the project. Provide regular budget revisions to client and ensure we have correct PO cover.
• Manage payment schedule with Project Finance to ensure invoicing dates and payment terms are met.
• Understand cash flow of the project and work with project finance to manage
• Ensure currency exchange is managed in line with financial updates and checked regularly.
• Margin analysis – maximizing both gross margin and operating margin.
• Ensure prompt reconciliation post event (maximum 30 working days or client specific)
• Ensure all team members are aware of hours allocated in budget and are tracking against their Clockify hours. Analyse project team time recorded to the job to ensure detail and accuracy. Suggest effective solutions to improve resource utilisation across the lifecycle of the project.
• Ensure prompt reconciliation post event (maximum 30 working days or client specific)
• Manage and submit personal expenses and credit card reconciliations within timeframes specified.
• Manage and submit personal expenses and credit card reconciliations within timeframes specified
• Manage and approve team expenses and credit card reconciliations within timeframes specified
• Track post-event financial statistics at event closure
• Work closely with transparency/ finance team to ensure SLAs are met

People Management

• Develop, mentor and coach all direct reports ensuring periodic meetings to discuss progress and review development plans.
• Oversee the develop, mentoring and coaching of wider team.
• Working with the Associate Director, Talent Management, monitor development plans for all team members considering:
  • Current skills analysis
  • Training needs analysis
  • Individual’s needs and desires
  • Development planning strategies
• Lead on recruitment process, interviewing and selecting of new team members.
• Provide consistent leadership,